An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10137
Effective Date
Record Series Abstract
Records include but not limited to the Files Contain The Licensure Status And Licensing History Of The 210,000 (+) Health Personnel, Facilities, Services, Vehicles & Schools Licensed By The State Of Tennessee. Nurse aid registration files. Files contain application for examination, certificate copy, elderly abuse registry information, supporting documentation and related correspondence. Information In The Regulatory Boards System Is Current As Well As Historical Demographic And Profession Specific Data. Records Pertain To Ems Personnel Testing And EMT/Paramedic/Ambulance Certification/Licensure Records; OHLR And OHLR EMS License/Certification Records For Professionals And Health Care Facilities; Renewal Licensure/Certification Records-Personnel, Licensure/Certification Renewals-All Professions; Licensure/Certification Termination Files - Health Care Facilities. Examples Of The Types Of Records Covered Include Applications, Exams, Receipts, Renewal Forms, Supporting Documentation, Related Correspondence, And Related Records. Records Previously Under RDA's 1165, 1842,1843, 1894, 2579, 2832,10077, 1786, 10132, 10139, 10140,10146, 10072, 10073, 10133, and 10135 Are Now Under RDA 10137.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At The End Of Each Licensure/Certification
Total Retention Years
100
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The Files Are To Be Cut Off At The End Of Each Licensure/Certification, Due To Failure To Renew Or Proof Of Death. Paper Records Are Scanned When The Application Is Approved, And Then The Paper Record Is Destroyed After Verifying The Electronic Record. Electronic Records Are Maintained In Agency 100 Years After Cut Off; Then Destroyed By State Approved Methods.
Worksheet
Record Location
MAINFRAMES IN OIR Dept. of Health - 665 Mainstream Drive, Nashville.
File Arrangement
Alpha and Numeric
Media Format Generated
Both
Date Range
1951 - Current
Agency
Allotment Code
34300
Annual Accumulation
300 cubic feet, 20 GB
Current Volume
150 cubic feet, 400 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Public/Versa Management Systems
Essential Record
Yes - Original
Essential Record Stored
Filenet
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
100 Years
Retention Legal Citation
TCA 63-1-132
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
Dell server 6850
Software Description
Windows Server 20003 FileNet version 4.04
System Location
OIR Data Center South
Backup Procedures
Nightly by OIR
Disaster Recovery
Disaster Recovery plan for Dept. of Health on file with OIR
Data Migration Description
Java application which connects to Legacy System and converts information to the current enterprise offering
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 10137 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-27-2018
Thank you.
RMD Director
03-29-2018
RDA 10137 is a request to revise an RDA. The retention period will remain one hundred years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10137.
Public Records Commission
04-25-2018
PRC approves RDA 10137.